Agenda of Henderson-Massey Local Board

I hereby give notice that an ordinary meeting of the Henderson-Massey Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 18 February 2016

3.30pm

Council Chamber
Henderson Civic Centre
6 Henderson Valley Road
Henderson

Henderson-Massey Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Vanessa Neeson, JP
Deputy Chairperson	Shane Henderson
Members	Brenda Brady, JP
	Peter Chan, JP
	Warren Flaunty, QSM
	Will Flavell
	Tracy Kirkley
	Luke Wilson

(Quorum 4 members)

Glenn Boyd

(Relationship Manager)

Local Board Services (West)

Busola Martins

Local Board Democracy Advisor

11 February 2016

Contact Telephone: (09) 440 7323

Email: busola.martins@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

Henderson-Massey Local Board

18 February 2016

ITEM TABLE OF CONTENTS PAGE

1 Welcome 5

2 Apologies 5

3 Declaration of Interest 5

4 Confirmation of Minutes 5

5 Leave of Absence 5

6 Acknowledgements 5

7 Item withdrawn 5

8 Item withdrawn 5

9 Iem withdrawn 5

10 Extraordinary Business 5

11 Notices of Motion 6

12 Proposed change of dates to the Henderson-Massey Grants Programme 2015/2016 7

13 Additional budget for the refurbishment of Ranui Community House 9

14 Approval of amended design and capital expenditure for the Massey Community House refurbishment 13

15 Temporary alcohol ban for the Raggamuffin Festival 23

16 Governance Forward Work Calendar 29

17 Consideration of Extraordinary Items

PUBLIC EXCLUDED

18 Procedural Motion to Exclude the Public 37

C1 Special Housing Areas: Tranche 10 37

1 Welcome

2 Apologies

At the close of the agenda no apologies had been received.

3 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

BOARD MEMBER	ORGANISATION	POSITION
Vanessa Neeson, JP (Chairman)	Ranui Sector Trial	Chair
Shane Henderson (Deputy Chairman)	Waitemata Community Law Centre	Employee
Brenda Brady, JP	Safer West Community Trust District Licensing Committee	Trustee Member
Peter Chan, JP	Cantonese Opera Society of NZ Asian Leaders Forum NZ-Hong Kong Business Ass. NZ-China Business Ass. Auckland Chinese Environment Protection Association (ACEPA)	Member Member Member Member Advisor
Warren Flaunty, QSM	Westgate Pharmacy NorSGA Properties Westgate Pharmacy Ltd The Trusts Community Foundation Ltd Life North West Pharmacy Rodney Local Board Waitemata District Health Board Waitakere Licensing Trust Massey Birdwood Settlers Ass. Taupaki Residents & Ratepayers Ass.	Contractor Director Director Director Director Elected Member Elected Member Elected Member Member Member
Will Flavell	Rutherford College Literacy Waitakere Board	Employee Member
Tracy Kirkley	District Licensing Committee Churches Education Commission	Member Contractor
Luke Wilson	NZ Police D.A.R.E. - West Waitakere Rotary – Board member Silver Fern Motor Sports - Board	Employee Member Board member Board member

4 Confirmation of Minutes

That the Henderson-Massey Local Board:

a) Confirm the ordinary minutes of its meeting, held on Thursday, 4 February 2016, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

At the close of the agenda no requests for acknowledgements had been received.

7 Item withdrawn

8 Item withdrawn

9 Item withdrawn

10 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

11 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Henderson-Massey Local Board

18 February 2016

Proposed change of dates to the Henderson-Massey Grants Programme 2015/2016

File No.: CP2016/00842

Purpose

1. The purpose of this report is to request approval from the Henderson-Massey Local Board for the proposed changes to the opening and closing dates for Local Grants Round Two and Quick Response Round Three in their Henderson-Massey Local Board Community Grants Programme 2015/2016.

Executive Summary

1. The Henderson-Massey Local Board adopted the Henderson-Massey Local Board Community Grants Programme 2015/2016 on 20 April 2015.

2. The current closing date for the Henderson-Massey Local Grants Round Two is 15 May 2016 for decision in July for projects to occur after August 2016. The closing date for Quick Response Round Three is 31 May 2016 for decision in June for projects to occur after July 2016.

3. Commercial and Finance staff recommend that the Henderson-Massey Local Board change the opening date for Local Grants Round Two to 28 March 2016, closing on 29 April and the opening date for Quick Response Round Three to 29 February 2016, closing 1 April 2016 for projects to occur after June 2016. This would ensure the meeting of reporting deadlines for the June 2016 local board meeting.

Recommendation/s

That the Henderson-Massey Local Board:

a) approves the revised opening and closing dates for the Henderson-Massey Local Grants Round Two to 28 March 2016 opening and 29 April 2016 closing date, with grant projects to occur from June 2016 onwards.

b) approves the revised opening and closing dates for the Henderson-Massey Quick Response Round Three to 28 March 2016 opening and 29 April 2016 closing date, with grant projects to occur from June 2016 onwards.

Comments

4. The current Henderson-Massey opening date for the Henderson-Massey Local Grants Round Two is 1 April 2016 and the closing date is 15 May 2016, with decisions to be made at the June or July meeting, with projects to occur after August 2016.

5. The current Henderson-Massey opening date for the Henderson-Massey Quick Response Round Three is 29 February and the closing date is 31 May 2016, with projects to occur after July 2016.

6. Commercial and Finance staff recommend that the Henderson-Massey Local Board change the opening date for Local Grants Round Two to 28 March 2016, closing on 29 April and the opening date for Quick Response Round Three to be 29 February 2016, and closing 1 April 2016, for projects to occur after June 2016. This would ensure the meeting of reporting deadlines for the June 2016 local board meeting.

7. The proposed dates will allow for decisions on grant applications to be made in the 2015/16 financial year and allow for applicants to be notified of the outcome of their application in time for the commencement of the 2016/17 financial year.

8. The implementation of the new Community Grants Policy commenced on 1 July 2015. The policy supports each local board to adopt a grants programme for 2015/2016 and the Henderson-Massey Local Board adopted its grants programme on 20 April 2015.

9. The local board grants programme sets out:

· local board priorities;

· lower priorities for funding;

· exclusions;

· grant types, the number of grant rounds and when these will open and close; and

· any additional accountability requirements.

Consideration

Local Board views and implications

10. The proposed changes to the opening and closing dates for the Henderson-Massey Local Grant Round Two and Quick Response Round Three will ensure grant allocations are made within the 2015/2016 financial year and the new dates will be advertised through council and local board networks.

Māori impact statement

11. The provision of community grants provides opportunities for all Aucklanders to undertake projects, programmes, activities that benefit a wider range of individuals and groups, including Maori.

Implementation

12. Following the Henderson-Massey Local Board making their decision, Commercial and Finance staff will notify community groups and organisations of the change of date and update the Henderson-Massey Local Board Grants Programme 2015/2016

Attachments

There are no attachments for this report.

Signatories

Authors

Fua Winterstein - Community Grants Advisor

Authorisers

Marion Davies - Community Grants Operations Manager

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 February 2016

Additional budget for the refurbishment of Ranui Community House

File No.: CP2016/00112

Purpose

1. To seek approval from the Henderson Massey Local Board for additional budget of $82,000 to cover the cost of the major refurbishment currently being undertaken on the Ranui Community House (RCH).

Executive Summary

2. The RCH refurbishment commenced in September 2015. It is a collaborative project with the Ranui Community House Incorporated (RCHI) who has successfully raised $215,000 from external funding agencies to support the project.

3. The RCHI had hoped to receive support from three funding agencies, unfortunately one declined to fund them, as a result there was less external budget to enable the full refurbishment to be completed.

4. The Henderson-Massey Local Board Chair and facilities portfolio holders identified their support in principle for the allocation of a further budget allocation of $82,000 to complete the full refurbishment by using its share of the Local driven initiatives (LDI) Capex fund.

Recommendation/s

That the Henderson-Massey Local Board:

a) approve an allocation of $82,000 from its Local driven initiatives Capex fund to enable the completion the refurbishment of the Ranui Community House.

Comments

5. The refurbishment of RCH was prompted by the relocation of the Ranui Library to its new location across the road and identifying that the current community house is no longer fit for purpose due to its confusing layout and that the room sizes make it difficult to meet the space requests from community.

6. Ranui Community House Incorporated (RCHI), has been successful in raising community grant funding to allow for additional work to occur, such as improving disability access, new entranceway, deck, community café fit out, swipe card access, improved heating and additional fitout items for the facility.

7. The total cost of the refurbishment of the community house is approximately $553,000 (total to be confirmed at completion of contract) it was funded from a number of different budget lines. $471,920 has been secured leaving a shortfall of approximately $82,000.

Budget	Amount
HMLB Capex budget 2014/2015	$86,318
Grant to Ranui Community House Inc. for design and consenting work	$40,000
Additional budget allocation from West Harbour Community House project 2015/2015 (Finance and Performance Committee Resolution number FIN/2014/39)	$209,510
Renewal budget 2015/2016 for operable wall	$18,750
Renewal budget 2015/2016 for external painting	$28,750
Insurance payment for leak	$1,427
Contribution from Ranui Community House Inc. to items they agreed to fund	$87,165
Total funding secured	$471,920
Shortfall	$82,000
Total Refurbishment budget	$

9. RCHI applied for funding to support the project and have been successful in receiving:

· $75,000 from Lotteries

· $140,000 from The Trust Community Foundation

10. They were unsuccessful in getting funding from a third funding agency and as a result the amount that RCHI hoped to be able to contribute to the project is reduced.

11. To enable the project to commence it was underwritten by a budget of $82,000 held for the Massey Community House refurbishment project with the proviso that this budget be repaid once the local boards LDI capex fund became available.

12. As the Massey Community House budget has not been drawn down or moved it is now been recommended that the extra budget needed for pay for the RCH refurbishment be allocated directly from the Henderson-Massey local board capex fund.

Consideration

Local Board views and implications

13. The Henderson Massey Local Board has indicated their support for this project through agenda reports and advocacy to the 2014 Governing Body Finance and Performance Committee.

· Resolution number HM/2015/6

MOVED by Chairperson VS Neeson, seconded by Deputy Chairperson SP Henderson:

That the Henderson-Massey Local Board:

a) Approves the concept design for the refurbishment of the Ranui Community House.

Māori impact statement

14. Census data information indicates that 18.5% of the population in the catchment identify themselves as Maori; this is higher than the Auckland average of 10.7%.

15. Community houses are facilities open to all community and with 18.5% of the residents identifying themselves as Maori there is an opportunity to deliver programmes and services targeted specifically for Maori.

Implementation

16. Work has commenced on the construction of the refurbishment and it is expected that completion will be in early February 2016. The full amount of the budget will not be needed until three months after completion when the retentions and defects liability time has elapsed.

Attachments

There are no attachments for this report.

Signatories

Authors

Jan Brown - Principal Policy Analyst

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 February 2016

Approval of amended design and capital expenditure for the Massey Community House refurbishment

File No.: CP2016/00113

Purpose

1. To approve the amended design and the capital expenditure to complete the refurbishment of the Massey Community House (the community house), excluding the fit-out of the proposed demonstration kitchen.

Executive Summary

2. The refurbishment of the community house has been prompted by information of the expected growth in the area due to its proximity to two special housing areas. The community house has also been identified as not being fit for purpose due to poor internal layout that has users from one community group having to walk through other users to get to meeting rooms and the Plunket clinic.

3. The Henderson Massey Local Board (the local board) approved the design for the refurbishment of the community house, excluding the demonstration kitchen upgrade, on 21 May 2015.

Resolution number HM/2015/67

That the Henderson Massey Local Board:

a) Approves the concept design for the renewal of the Massey Community House.

b) Approves using $247,159 from the Henderson Massey Local Board Community Development Arts & Culture capex renewals budget 2015/2016 to support the renewal of the Massey Community House.

c) Approves the project proceeding to detailed design.

d) Approves the project proceeding to building consent and procurement, following completion of the detailed design phase, provided alterations from the concept design to detailed design are only minor and the project is within budget.

4. Subsequently the local board indicated they would like to have the design and consenting of a proposed demonstration kitchen undertaken at the same time as the rest of the community house refurbishment and requested a design (Attachment 1) and a quantity surveyors estimate of the kitchen.

5. To enable the refurbishment to come in within the original budget of $247,159 a number of items had to be removed from the project, subsequently the local board has indicated that they have additional discretionary capex funding available that would allow the refurbishment to be completed including items previously removed.

6. At a recent portfolio meeting with the local board the issue of the fit out of the kitchen was discussed, it was identified that the structural work be undertaken to allow for the demonstration kitchen fit out to be completed at a later date, possibly with support of external funders once a suitable community organisation takes over to run the facility.

7. In the meantime the existing kitchen fittings along the wall to be removed will be carefully relocated to allow the community house to continue to function.

Recommendation/s

That the Henderson-Massey Local Board:

a) approve the amended design of the Massey Community House plans as outlined in Attachment A

b) approve the allocation of a further $130,986 budget from its Locally Driven Initiatives Capex fund, in addition to the previously allocated $247,159 (Community Development Arts & Culture capex renewals budget 2015/2016), to refurbish the Massey Community House excluding the fit out of the demonstration kitchen.

Comments

8. The Henderson Massey Local Board approved the design for the refurbishment of the Massey Community House on 21 May 2015. At that time the plan was not to proceed with the upgrade of the kitchen within the community house. Subsequently the local board indicated that they would like the proposed demonstration kitchen to be designed and costed out for their consideration.

9. The need for a demonstration kitchen came from the community, when it was identified that some of their community users lacked the skills and knowledge of being able to plan, shop and prepare meals for their families. At a recent meeting held with the board chair and the portfolio holder for community facilities it was agreed that the design of the kitchen be consented at the same time as the refurbishment to the rest of the community house, but the fit out of the demonstration kitchen will not proceed until such time as a community organisation has been appointed to manage the community house and for that organisation to fundraise to fit out the kitchen.

10. A budget amount of $247,159 was approved in May 2015 for the proposed refurbishment but many items were removed from the Quantity Surveyors estimate to bring the refurbishment in on budget. Since then the design of the kitchen has been added into the proposed refurbishment and other proposed changes have been identified to the rest of the community house as a result of more in-depth consideration of function and from feedback from the community coordinator and users. These additional items include:

· relocating an existing window from the main hall and putting it into the end wall of the meeting room

· including an interview room rather than two similar sized meeting rooms divided by an operable wall, this will have two computers for casual use by the public

· additional chair and table storage in the meeting room

· additional hirers storage in the main hall

· addition of concrete pavers rather than poured concrete under the pergola

· supply and installation of hot water cylinder

· supply and installation of Villaboard to walls in drop in space and main hall and capping

· installing a new fence around the garden

· installing a steel beam and lowered ceiling in the old utility room

· painting of all the walls internally

· painting the exterior of the building, including the roof

· ceilings to the passageway to improve acoustic separation.

If these items are supported by the local board the total refurbishment cost excluding the fit out of the demonstration kitchen would be $378,145.

Consideration

Local Board views and implications

11. The local board has indicated supportive of the proposal to refurbish the community house. Budget was approved on 21 May 2015 for the refurbishment excluding the kitchen and other items listed above. Subsequently the local board has indicated their desire to see the full refurbishment, including items previously removed, but excluding the fit out of the kitchen to be constructed as part of this contract.

Māori impact statement

12. Census data information tells us that 17.4 per cent of the population in the catchment identify themselves as Maori; this is higher than the Auckland average of 10.7 per cent.

13. With community houses open to all community, along with the current provision of a small number of traditional Maori arts programmes; the improvements to the house will benefit local Maori residents.

Implementation

14. The implementation includes:

Action	Timeframe
Building consent lodgement	February 2016
Procurement process commencement	February 2016
Award tender	Early April 2016
Commence construction	Late April 2016

Attachments

No.	Title	Page
a View	Massey Community House plans	17

Signatories

Authors

Jan Brown - Principal Policy Analyst

Authorisers

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Graham Bodman - General Manager Arts, Community and Events

Henderson-Massey Local Board

18 February 2016

Temporary alcohol ban for the Raggamuffin Festival

File No.: CP2016/01027

Purpose

1. To determine whether to make a temporary alcohol ban for the Raggamuffin Music Festival, to be held at the Trust Stadium in Henderson on 20 February 2016.

Executive Summary

2. The New Zealand Police has requested that the council make a temporary alcohol ban for the 2016 Raggamuffin Music Festival.

3. Temporary alcohol bans prohibit the consumption or possession of alcohol in specified areas for specified times. The Police consider temporary alcohol bans to be a useful tool to reduce alcohol-related harm during large-scale events.

4. The council can make a temporary alcohol ban under the Auckland Council Alcohol Control Bylaw 2014. Local boards have the delegation under the bylaw to make alcohol bans for local areas.

5. In deciding whether to make a temporary alcohol ban, the council must be satisfied that:

· there is evidence of crime or disorder caused or made worse by the consumption of alcohol in public places

· the alcohol ban is proportionate and can be justified as a reasonable limitation on people's rights and freedoms.

6. Staff recommend that the Henderson-Massey Local Board make the alcohol ban by passing a resolution. Staff consider making this ban meets the decision making requirements. It will enable the Police to deal with intoxicated people and reduce crime and disorder associated with alcohol consumption before and after the festival.

Recommendation/s

That the Henderson-Massey Local Board:

a) make a temporary alcohol ban, pursuant to the Auckland Council Alcohol Control Bylaw 2014, to operate from 9am 18th February until 9am 22nd February 2016 in the area marked in Attachment A to this report and described as follows:

· To cover the same area as the Central Park permanent alcohol ban and to extend beyond this as follows: to the north to include both sides of Central Park Drive up to Tolich Place. This is to include the public areas around the Hangar Bar and Central Park Bottle Store; to include both sides of Clemway Place; to include both sides of Universal Drive from the intersection with Central Park Drive to Soljan Drive; and to include both sides of Te Pai Place from the intersection with Central Park Drive to Waipareira Avenue.

Comments

Background

7. The Raggamuffin Music Fesitval will be held at the Trust Stadium in Henderson on 20 February 2016. This is the second time the event will be held at this location. Event organisers ran a pilot of the event last year.

8. A permanent night-time alcohol ban operates near the stadium at Central Park, from 7pm to 7am daily (see Attachment A).

9. Where a permanent alcohol ban is not in place, a temporary alcohol ban can be used to prohibit the consumption or possession of alcohol in specified areas for specified times.

10. Alcohol bans are enforced by the New Zealand Police. Under the Local Government (Alcohol Ban Breaches) Regulations 2013, the penalty for breaching an alcohol ban is an infringement fee of $250.

Request for temporary alcohol ban

11. The Police have requested that the temporary alcohol ban:

· operate from from 9am Thursday 18 February until 9am Monday 22 February 2016

· cover the same area as the Central Park permanent alcohol ban and extend beyond this as follows (see also Attachment A):

o to the north to include both sides of Central Park Drive up to Tolich Place. This is to include the public areas around the Hangar Bar and Central Park Bottle Store

o to include both sides of Clemway Place

o to include both sides of Universal Drive from the intersection with Central Park Drive to Soljan Drive

o to include both sides of Te Pai Place from the intersection with Central Park Drive to Waipareira Avenue.

Making temporary alcohol bans

12. The council can make a temporary alcohol ban under the Auckland Council Alcohol Control Bylaw 2014. Decision-making under this bylaw for this area is delegated to the Henderson-Massey Local Board. The board may pass a resolution to make a temporary alcohol ban pursuant to the Auckland Council Alcohol Control Bylaw.

13. In deciding whether to make a temporary alcohol ban, the Local Board must be satisfied that:

· there is evidence of crime or disorder caused or made worse by the consumption of alcohol in public places

· the alcohol ban is proportionate and can be justified as a reasonable limitation on people's rights and freedoms.

Decision

14. Council staff consider there is sufficient evidence of alcohol-related crime or disorder in the area. The Police and Auckland Council recorded a number of alcohol-related incidents at the 2015 pilot event, including:

· incidents of pre-loading occurring in streets and car parks near the event site

· excessive levels of intoxication

· crime and disorder

· excessive noise levels.

15. Council staff consider the temporary alcohol ban requested to be a reasonable limitation on people's rights and freedoms because of the following factors:

· the area covered by the ban would be clearly defined

· the short duration of the ban

· the improved perceptions of safety that people feel at events in the absence of alcohol.

Risks

16. If the temporary alcohol ban is not implemented, there will likely be additional disruption to local residents, although this would only be for a short duration. Police may have to wait for issues to escalate, before intervening than they otherwise would if they were able to issue infringement notices for breach of an alcohol ban.

17. In order to meet event timelines, the decision cannot be postponed as the event will occur before the next local board meeting.

Consideration

Local Board views and implications

18. The Henderson-Massey Local Board passed a resolution in August 2015 to retain the Central Park alcohol ban to operate from 7pm to 7am.

19. There are no implications for the local board associated with this decision.

Māori impact statement

20. Managing alcohol-related harm associated with events increases health and wellbeing, which is consistent with the outcomes of the Māori Plan for Tāmaki Makaurau. Iwi have been consulted widely on the use of alcohol bans and have previously been supportive.

Implementation

21. The event organiser will follow an alcohol management strategy, which includes the following types of measures:

· installing signage to notify patrons of the alcohol control area, in both English and Te Reo

· involving the Police in the event planning process to ensure there is sufficient resource to enforce a temporary alcohol ban

· working with Auckland Council alcohol licensing inspectors to ensure all licensed premises in the vicinity are aware of the temporary alcohol control and have access to temporary signage to notify their customers

· sending a notification letter to local businesses and residents informing them of the temporary ban area dates and times.

22. The costs associated with implementing the temporary alcohol ban would be covered by the private event organiser. These costs include temporary signage and any other reasonable requirements of the Police or the Henderson-Massey Local Board. Given the timing of this decision, public notice of the temporary ban is not feasible.

Attachments

No.	Title	Page
a View	Proposed Temporary Alcohol Ban area	27

Signatories

Authors

Janine Green - Policy Analyst

Daniel Pouwels - Principal Policy Analyst

Belinda Hansen - Team Leader Social Policy and Bylaws

Authorisers

Kataraina Maki - GM - Community & Social Policy

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 February 2016

Governance Forward Work Calendar

File No.: CP2016/00281

Purpose

1. To present to the Henderson-Massey local board with an upcoming governance forward work calendar.

Executive Summary

2. This report introduces the governance forward work calendar: a schedule of items that will come before the board at business meetings over the next few months. The governance forward work calendar for your board is included in Attachment A.

3. The calendar aims to support local boards’ governance role by:

· ensuring advice on agendas are driven by local board priorities

· clarifying what advice is required and when

· clarifying the rationale for reports.

4. The calendar will be updated every month. Each update will be reported back to business meetings and distributed to relevant Council staff. It is recognised that at times items will arise that are not programmed. Board members are welcome to discuss changes to the calendar.

Recommendation

That the Henderson-Massey Local Board:

a) Notes the attached Governance Forward Work Calendar.

Comments

5. Council’s Quality Advice Programme aims to improve the focus, analysis, presentation and timeliness of staff advice to elected representatives. An initiative under this is to develop forward work calendars for governing body committees and local boards. These provide elected members with better visibility of the types of governance tasks they are being asked to undertake and when they are scheduled.

6. Although the document is new, there are no new projects in the governance forward work calendar. The calendar brings together in one schedule reporting on all of the board’s projects and activities previously approved in the local board plan, long-term plan, departmental work programmes and through other board decisions. It includes governing body policies and initiatives that call for a local board response.

7. This initiative is intended to support the boards’ governance role. It will also help staff to support local boards, as an additional tool to manage workloads and track activities across council departments, and it will allow greater transparency for the public.

8. The calendar is arranged in three columns, “Topic”, “Purpose” and “Governance Role”:

· Topic describes the items and may indicate how they fit in with broader processes such as the annual plan

· Purpose indicates the aim of the item, such as formally approving plans or projects, hearing submissions or receiving progress updates

· Governance role is a higher-level categorisation of the work local boards do. Examples of the seven governance categories are tabled on the following page.

Governance role	Examples
Setting direction/priorities/budget	Capex projects, work programmes, annual plan
Local initiatives/specific decisions	Grants, road names, alcohol bans
Input into regional decision-making	Comments on regional bylaws, policies, plans
Oversight and monitoring	Local board agreement, quarterly performance reports, review projects
Accountability to the public	Annual report
Engagement	Community hui, submissions processes
Keeping informed	Briefings, cluster workshops

9. Board members are welcome to discuss changes to the calendar. The calendar will be updated and reported back every month to business meetings. Updates will also be distributed to relevant Council staff.

Consideration

Local Board views and implications

10. All local boards are being presented with governance forward work calendars for their consideration.

Māori impact statement

11. The projects and processes referred to in the governance forward work calendar will have a range of implications for Māori which will be considered when the work is reported.

Implementation

12. Staff will review the calendar each month in consultation with board members and will report an updated calendar to the board.

Attachments

No.	Title	Page
a View	Governance Forward Work Calendar for Albert-Eden Local Board, February 2016	33

Signatories

Authors

Neil Taylor - Senior Local Board Advisor

Kris Munday - Senior Advisor - Local Board Services

Authorisers

Karen Lyons - Manager Local Board Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Henderson-Massey Local Board

18 February 2016

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

That the Henderson-Massey Local Board:

a) exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 Special Housing Areas: Tranche 10

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, the report contains commercially sensitive information and information that could potentially give parties a commervial advantage if released..

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

In particular, the report contains commercially sensitive information and information that could potentially give parties a commervial advantage if released..

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.